Payroll Supervisor

Payroll Supervisor

Department: Finance

Reports To: Assistant Finance Manager

FLSA Status: Salary (Exempt)

Salary Level: $33.00 to $46.00 / hr.

Summary: The Payroll Supervisor performs complex accounting and payroll duties for 250 employees, including end-to-end payroll coordination, general ledger account reconciliations, journal entries, research and analysis, and reporting. This role ensures accurate payroll processing, compliance with applicable regulations, and strong internal controls across all payroll-related functions.

Essential Duties and Responsibilities:

Payroll Operations

• • Coordinate and supervise the processing and transmission of bi-weekly payroll via ADP by established deadlines.
• • Serve as backup for all payroll functions, ensuring adequate staffing and coverage for bi-weekly cycles.
• • Remit withheld 401(k) contributions, garnishments, and health insurance premiums to applicable third parties.
• • Enter new hires and rehires to payroll systems to ensure proper segregation of duties.
• • Administer and maintain digital payroll software applications, serve as liaison to software vendors for maintenance and issue resolution as needed.
• • Document and maintain Standard Operating Procedures for payroll procedures.
• • Implement continuous process improvements to strengthen internal controls and improve accuracy and efficiency.
• • Ensure compliance with internal policies and make recommendations for policy improvements to the Assistant Finance Manager.
• • Maintain complete and accurate electronic and paper payroll records in accordance with established policies and retention requirements.
• • Coordinate and communicate with staff, supervisors/managers, and Human Resources to ensure timely resolution of payroll inquiries and issues.
• • Maintain strict confidentiality of employees' pay rates, garnishments, and other sensitive information.
• • Perform other payroll-related duties as assigned.

Regulatory and Contractual Compliance

• • Ensure adherence to all applicable Federal and State wage and hour laws and related labor regulations.
• • Coordinate payroll-related audits, including but not limited to workers' comp, 401(k), and wage and hour audits.
• • Administer and process 401(k) transactions, including but not limited to enrollments, withdrawals, and the annual census.
• • Verify timely submission of quarterly payroll tax returns by payroll service provider, review filings for accuracy and resolve discrepancies.
• Accounting
• • Perform or oversee reconciliations of payroll-related balance sheet accounts (e.g., Accrued Payroll, Accrued Vacation, Payroll Tax Clearing, Health, Dental, Vision, FSA) and other accounts assigned by Assistant Finance Manager.
• • Prepare and review journal entries and related documentation to support accurate financial reporting.
• Other Duties
• • Attend external workshops, network with peers, and participate in professional development to stay current on payroll, accounting, and emerging regulatory issues.
• • Perform other duties as assigned.
• Responsibilities Regarding Safety:
• • Protect the safety of self, coworkers, and BriarPatch Co-op patrons at all times.
• • Immediately report potentially harmful equipment or situations to the supervisor.
• • Report safety-related accidents and incidents without delay to supervisor.
• • Follow our company and safety policies and procedures.
• • Operate equipment safely to prevent injury to self or others.

Supervisory Responsibilities:

• Directly supervise payroll staff, including assigning work, reviewing output for accuracy, and supporting professional development.

Qualifications: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

Education and Experience:

• • High school diploma required.
• • Minimum of 5 years' experience processing payroll, preferably in a medium or large organization with 100 employees.
• • Accounting experience sufficient to record accrual-based payroll and benefits transactions, including month-end closing journal entries.
• • Ability to plan and prioritize work to meet strict payroll and regulatory deadlines
• • Demonstrated experience reconciling, analyzing and reporting financial data.
• • Proven record of high accuracy and attention to detail.

Language Skills:

• • Ability to read and interpret documents such as policy/procedure manuals, financial reports, regulatory requirements, and other business information.
• • Ability to write routine reports and correspondence.
• • Ability to communicate effectively with co-workers, customers and employees.

Mathematical Skills:

• • Ability to add, subtract, multiply, and divide in all units of measure using whole numbers, common fractions, and decimals.
• • Ability to compute rates, ratios, and percentages.

Reasoning Ability

• • Ability to solve practical problems and manage a variety of variables.
• • Ability to prioritize work and meet deadlines in a fast-paced, changing environment with frequent interruptions.
• • Ability to work independently and efficiently while maintaining a high degree of accuracy.
• • Ability to compare and reconcile complex accounts and reports.
• • Ability to perform basic research assignments, including review of laws and regulatory requirements.

Computer Skills: A qualified individual will have the following:

• • Intermediate proficiency with one or more payroll processing applications (e.g., ADP or equivalent).
• • Intermediate proficiency with one or more accounting software applications.
• • Advanced proficiency in Microsoft Excel.
• • Advanced proficiency in Microsoft Word.
• • Basic proficiency with common internet search tools.
• • Ability to leverage technology to reduce paper usage.

Physical Demands: Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to:

• • Stand, walk, and sit for extended periods.
• • Use hands and fingers to handle, feel, and operate equipment.
• • Reach with hands and arms; stoop, kneel, crouch, or crawl.
• • Talk and hear; visually review detailed numerical data.
• • Occasionally taste or smell (as applicable to work environment).
• • Safely lift and/or move up to 25 pounds.

Work Environment: While performing job duties, the employee is regularly exposed to a moderate level of noise and occasional changes in temperature. This position requires long periods of sitting and extensive computer use.

Responsibilities to Sustainability:

• • Contribute to BriarPatch's sustainability efforts to support a sustainable community by:
• • Minimizing waste by reducing and reusing materials and resources when possible.
• • Proper recycling and composting.
• • Water & energy conservation.

Responsibilities to Diversity, Equity, and Inclusion:

• • Value and support a work environment that includes people of different identities and diverse backgrounds; promote respectful, equitable, and inclusive practices.

Salary : $33 - $46